Account

The Account tab is where you control a relation's access to Aerolync, their permissions, booking behaviour, and organisational grouping. This is the tab to use when you need to activate or deactivate someone, grant or revoke special permissions, override default booking rules, assign roles and labels, or manage the person's Aerolync account (invite, resend invitation, unlink, or trigger a password reset).

What you see

The Account tab is organised into several sections:

Status

• Active / Inactive -- controls whether the relation is active in the system. An inactive relation is excluded from operational views, cannot book, and cannot log in. Use this to deactivate people who have left your organisation without deleting their record.

Platform access

• Platform Access -- controls whether this person may enter the platform at all. On its own it grants nothing: what someone can actually do comes entirely from the roles you assign. A person with platform access but no roles logs in and sees an empty dashboard.

Booking rule overrides

By default, every relation follows the organisation's standard booking rules as configured in Settings. The Account tab lets you override these defaults for individual relations.

Calendar group

• Calendar group -- assigns the relation to a calendar group. Calendar groups control how people are grouped in scheduling views. Use this to organise relations by location, training group, or any other logical grouping your organisation uses.

Roles and labels

• Roles -- every permission this person has comes from the roles listed here. Multiple roles are allowed and their permissions are combined. Use Assign Role to add one, and Show effective permissions to see what the person can do across all their roles at once. Roles are created in Config > Roles -- see Roles.
• Labels -- tags applied to the relation for filtering and organisation. Labels do not affect permissions but make it easier to find and group relations on the Relation list. Use Assign Label to add a new label.

Aerolync account

This section shows the current state of the relation's Aerolync account and provides actions for managing it:

Available actions depend on the current state:

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Activating or deactivating a relation

Activate a relation

1. Open the relation record and navigate to the Account tab.
2. Set the status to Active.
3. Click Save.

The relation will now appear in operational views, be eligible for bookings (if subscriptions and permissions allow), and can log in (if an account is linked).

Deactivate a relation

1. Open the relation record and navigate to the Account tab.
2. Set the status to Inactive.
3. Click Save.

The relation will be hidden from most operational views, will not be able to book, and will not be able to log in. Their record and history are preserved. Use this instead of deleting records when someone leaves your organisation.

Managing access

Give someone access to the platform

1. Open the relation record and navigate to the Account tab.
2. Switch on Platform Access.
3. Under Roles, click Assign Role and give the person the roles that match their job.
4. Click Save.

Without at least one role the person can log in but sees nothing. See Roles for how to build roles.

Revoke access

To remove someone's access entirely, switch off Platform Access. To only narrow what they can do, remove the relevant role instead and leave platform access on.

Check what someone can do

1. Open the relation record and navigate to the Account tab.
2. Click Show effective permissions.

The overview shows every permission the person has, grouped per module, consolidated across all their roles.

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Overriding booking rules

Apply custom booking limits

1. Open the relation record and navigate to the Account tab.
2. Disable Organisation default settings to unlock the override fields.
3. Enter the custom values:
   • Set Maximum bookings to the number of active bookings this person should be allowed.
   • Set Maximum booking days to how far ahead this person can book.
   • Enable or disable Simultaneous bookings as appropriate.
   • Set the Minimum balance for rental use if this person has a different financial threshold.
4. Click Save.

Return to organisation defaults

1. Open the relation record and navigate to the Account tab.
2. Enable Organisation default settings.
3. Click Save.

The custom values will be ignored and the organisation defaults from Settings will apply again.

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Managing the Aerolync account

Send the first invitation

1. Open the relation record and navigate to the Account tab.
2. Verify that the email address on the Personal details tab is correct. The invitation will be sent to that address.
3. Click Invite.
4. Confirm the action when prompted.
5. The status should change to show that an invitation has been sent.

Tell the person to check their inbox (including spam/junk folders) for the invitation email and follow the link to create their Aerolync account.

Resend an invitation

1. Open the relation record and navigate to the Account tab.
2. Confirm the invitation status shows as pending.
3. Click Resend invitation.
4. The platform sends a new invitation email.

If the person still does not receive the invitation, check the email address on Personal details and ask the person to check their spam folder.

Unlink an account

1. Open the relation record and navigate to the Account tab.
2. Click Unlink.
3. Confirm the action when prompted.

Unlinking disconnects the Aerolync account from this relation record. The person will no longer be able to log in as this relation. Use this when an account was connected to the wrong person, or when you need to start fresh with a new invitation.

Send a password reset

1. Open the relation record and navigate to the Account tab.
2. Confirm the account status shows as linked.
3. Click Password reset.
4. The platform sends a password reset email to the relation's email address.

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Assigning roles and labels

Add a role

1. Open the relation record and navigate to the Account tab.
2. In the Roles section, click Assign Role.
3. Select the role from the available options.
4. Click Save.

Add a label

1. Open the relation record and navigate to the Account tab.
2. In the Labels section, click Assign Label.
3. Select the label from the available options.
4. Click Save.

Remove a role or label

1. Open the relation record and navigate to the Account tab.
2. In the Roles or Labels section, find the role or label to remove.
3. Click the remove action next to it.
4. Click Save.

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Common tasks

Troubleshoot why a person cannot log in

1. Open the relation record and go to the Account tab.
2. Check the status -- is the relation active?
3. Check the Aerolync account section -- is an account linked, or is only an invitation pending?
4. If the person can log in but sees an empty platform, they have Platform Access but no roles. Assign the roles that match their job.
5. If no account exists, send an invitation.
6. If an invitation is pending, resend it and ask the person to check their email.
7. If an account is linked but the person still cannot log in, send a password reset.
8. If the account seems corrupted, unlink it and send a new invitation.

Troubleshoot why a person cannot book

1. Open the relation record and go to the Account tab.
2. Confirm the relation is active.
3. Check whether custom booking rules are in place that might be more restrictive than expected.
4. Check the Subscriptions tab -- an expired or missing subscription often prevents booking.
5. Check the Finance tab -- a balance below the minimum threshold can block rental bookings.

Onboard a new relation with full access

1. Complete Personal details and Subscriptions first.
2. Open the Account tab.
3. Set the status to Active.
4. Assign the appropriate roles and labels.
5. Set the calendar group if your organisation uses calendar grouping.
6. Leave Organisation default settings enabled unless this person needs custom booking rules.
7. Click Save.
8. Click Invite to send the Aerolync account invitation.

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Good practice

• Use organisation defaults whenever possible. Only override booking rules for individual relations when there is a genuine reason. Widespread overrides make the system harder to manage and audit.
• Keep roles and labels clean. Assign roles and labels consistently across all relations. Remove outdated roles and labels promptly so filtering and reporting remain accurate.
• Verify the email address before sending invitations. An invitation sent to the wrong address wastes time and may create confusion. Always confirm the email on Personal details before clicking Invite.
• Be cautious with the Administrator role. It grants full access to every module your organisation has. Give people the narrowest role that lets them do their job, and combine roles when someone wears two hats.
• Document why you override defaults. If you apply custom booking rules to a specific relation, add a note in Personal details explaining why, so other staff understand the reason.